Verification Services Assistant I Job Listing at Kamehameha Schools in Honolulu, Hawaii (Job ID JR-05404)

Description

Job Posting Title

Verification Services Assistant I

Employee Type

Regular

Recruiting Start Date

12-11-2024

Job Exempt?

No

Recruiting End Date

Open Until Filled

Aloha mai!  Mahalo for your interest in Kamehameha Schools.  If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Kamehameha Schools is looking for a Verification Services Assistant I.  The kuleana for this position includes verifying ancestry, custody, age and other information points used to determine admission eligibility.  This includes reviewing ‘ohana-provided documentation, verifying accuracy & communicating with ‘ohana. 

Our ideal candidate will have... 

• Prior work experience that requires you to be extremely detail oriented.  
• Experience analyzing and verifying documentation & making decisions based on that analysis. (Critical thinking)
• Good communication skills, with the ability to have challenging conversations with aloha.
• The ability to thrive in a high-volume environment. 

This is an on-site position at our Kawaiaha'o Plaza location.  
This is a Mon - Fri position that starts at either 7:15 or 8:15AM.
Hourly rate for this position will be $28.13 - 31.26 based on experience.

Job Summary

Review, interpret, record and decide ancestry, orphan, age or custody statuses through interpretations of court and/or certified legal documents (i.e., Birth, Death, Marriage, Divorce, TRO), conversations with family or research with state agencies or internal KS resources. Complete daily or targeted campaigns to support the efforts of advancing applicants through the ancestry, orphan, age and/or custodial verification processes with individualized attention and sensitivity to family situation. Support Records Custodian in managing receipt, recordation, storage, access and use of all active and archived records on behalf of Ho'oulu Verification Services; Responsible to maintain applicant data and data integrity consistently across multiple internal systems of record.

Essential Responsibilities

Operations

For ancestry verification, orphan considerations, age validations and custodial status determinations, provides prompt, courteous, valuable service in helping to advance our families toward successfully completing application and enrollment requirements through follow up call campaigns, research, analysis and correspondences.  

• Review, research and inquire with applicants or parents of applicants, social service agencies, State Department of Health, Department of Hawaiian Home Lands, Bureau of Land Conveyance, State Archives, Family Courts, etc., to determine orphan, age or custodial status.
• Document interactions with families, processing notes, set appropriate decisions and/or follow up activities for completion. 
• Accountable for receipt, recordation, storage, and forward processing of applications and documents received on behalf of the Ho‘oulu Verification Services.
• Analyze information contained on court and/or certified legal documents to affirm determination of Ancestry, Custody, Orphan, and/or Age.
• Store, secure, and track all active and archived records on behalf of the Ho‘oulu Verification Service.
• Process and maintain large quantities of applicant data across multiple student and applicant systems of record at any given time. Maintain the integrity of the data and confidentiality of information at all times.
• Manage and implement ongoing daily and targeted correspondence campaigns via phone, email, text and mail to move applicants forward toward completion. Work will be tracked and monitored for accountability and appropriate production levels.
• Work with leadership team to collect operational stats and data to assist, monitor, and make continuous improvements to processes.
• Provide assistance at front facing service desk, out in community at Community workshops and informational sessions. Employs the opportunity to offer information about other KS services of benefit to the applicant or the applicant's ‘Ohana during interactions with families over the phone, email or in-person. 
• Offers information about other KS services of benefit to the applicant or other members of their family. Maintains an on-going knowledge about KS programs, units and divisions to ensure consistent message, support and compliance across KS enterprise.
• Ability to work with large volume of requests, within a short amount of time, accurately and consistently with minimal supervision.

Technology and Data Management

Maintains knowledge on and navigates through program's systems to support and troubleshoot inquiries received.  Adheres to strict guidelines and requirements for intake procedures of documents including but not limited to:

• Be responsible for and maintains the confidentiality of applicant information, documents received, organization and program proprietary information, interactions and contact information housed on various systems.
• Responsible to update system of record and be accountable for data management on all records processed, called on, or completed in alignment with downstream processes. Record appropriate status and decisions accordingly for applicant eligibility.
• Responsible to navigate through the department's systems to support and troubleshoot inquiries received while ensuring the integrity and use of information is maintained on behalf of program owners.
• Responsible to extract information from systems, review data for accuracy, prepare files for mass communication (email, voicemail, letters).

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• Associate's Degree.
• Minimum of 1 year of related experience in Applicant/Customer services (in medical, education, insurance, or financial industries), Research, Legal Aid, or Family Court Aid.
• Must be able to communicate effectively with families while maintaining integrity to confidentiality of underlying situations (adoptions, legitimization, abandonment, divorce, child services, etc).
• Must have strong interpersonal relationship, customer service and listening skills  to decipher information received and be able to communicate to the families the requirements necessary in a positive, customer-centric way.
• Be able to assist families over the phone, in person, at community events, via letters, and or e-mail.
• Must be able to prepare and organize large quantities of applications, each requiring individualized attention to the contents contained within by the deadlines assigned.
• Must be able to work independently with minimal supervision, organized, and accountable.
• Able to handle large volume of application processing through various program processes, and systems at the same time.
• Requires the ability to understand the requirements of privacy issues in working with extremely confidential and sensitive information.
• Demonstrates ability to remain flexible in a demanding work environment and to adapt to a rapidly changing environment.
• Demonstrates oral, writing and grammatical skills.
• Proficient in using Microsoft Windows and Suite of Office products primarily Windows navigation, Excel, Word, Outlook and Access.
• Understanding of and appreciation for local cultures.
• Strong team player to assist and contribute in all areas of the team.
• Be able to support and promote the team and the org's mission and objectives.

Preferred Qualifications

• Bachelor's Degree.
• Familiarity with KS including internal policies and procedures.
• Experience with scanning and document image software.
• Experience with secured document handling and disposal.
• Experience with court and family court documents.
• Public speaking, presentation skills.

Physical Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

• This position may involve traveling to various locations, including neighbor islands to conduct business.
• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For internal use only: #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year

12

Pay Range

25.63 - 34.38 Hourly

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Kawaiahao Plaza

City, State

Honolulu, Hawaii

Additional Locations

 Apply on company website